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PowerPoint and Presenting Blog: February 2011

Thoughts and impressions of whatever is happening in the world of PowerPoint

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Combining Colors in PowerPoint

Monday, February 28, 2011
posted by Geetesh on 11:41 AM IST

Newer versions of PowerPoint, especially PowerPoint 2010, have marvelous tools for helping even the “artistically challenged” among us get beyond bullet points and create effective, graphically appealing, downright professional-looking visual slides. That’s fantastic! Now the question is … how should we use those tools? Most of us have never been trained as graphic artists and don’t necessarily know the rules for making visually attractive and meaningful content. Because the discussion of “effective visual communication” might fill an entire book, let’s narrow the focus here to concentrate solely on the use of color in PowerPoint. What are good, and not so good, ways of using color on slides?

Learn more with Robert Lane.

Categories: guest_post, powerpoint

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posted by Geetesh on 11:30 AM IST

A line (outline) in PowerPoint contains both points and segments. You already learned about the three types of points in PowerPoint within a previous tutorial. I now show you how segments (the line area between one point and another) work, and the two types of segments: straight and curved. You can edit these segments and also convert a straight segment to a curved segment and vice versa, as you will learn in this tutorial.

Learn what the Curved and Straight line segments are within PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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Friday, February 25, 2011
posted by Geetesh on 3:05 PM IST

Herb RubinsteinHerb Rubinstein has been involved in computer graphics for over 15 years as founder and CEO of ReGraphix, an award winning creative house for graphics and design. The past few years, Mr. Rubinstein has taken his presentation graphics experience and applied it to developing presentation techniques for the Courtroom. He has worked with the FBI, DEA, U.S. Customs Service and other government agencies, as well as many law firms across United States. In this conversation, Herb talks about his book, PowerPoint For Court.

Geetesh: Tell us more about your book, PowerPoint for Court and how can it help PowerPoint users in the legal profession.

Herb: I created PowerPoint for Court almost 10 years ago. At that time there was very little written about presenting digital material in a court of law. Since then there is much more material available but not that much concerning the actual presentation of electronic material in court.

Many use Document Management systems like Sanction and Verdict. Those programs are designed to easily access and display documents only, when it is time to display a presentation of some sort, they usually call up PowerPoint to do the heavy lifting.

There is so much more digital material out there now than there was even a few years ago. With surveillance cameras everywhere, with most cell phones capable of recording video all this has translated into a wealth of digital material that needs to be presented in a court of law in a compelling and easy to understand manner.

PowerPoint has evolved too! The latest versions of PowerPoint have some powerful features for the legal community.

One feature that is overlooked or the power of it is not properly understood. That is the Photo Album Feature.

Let's say you are putting together a "Day in the Life" presentation to show how your client was affected by his accident. You may have a large quantity of pictures that you want to present with a caption or explanatory text nicely formatted on each one.

With the Photo Album feature, you simply put all the photos that you want in that presentation in one folder, you can arrange them by simply naming them in numerical order, then designate that folder in Photo Album and PowerPoint creates a slide for each photo, centers the photo and allows space for you to annotate or add a caption. This alone can save you hours of tedious slide presentation. It will organize hundreds of photos in a couple of minutes!

Geetesh: What sets PowerPoint presentations created for legal use as different from those created for conventional, business use?

Herb: In my book, PowerPoint for Court, my focus is on legal presentations. Business presentations are a bit different as we have more leeway as to formatting and graphic design.

Let me illustrate the difference: years ago I was asked to produce a Cast of Characters exhibit (my very first courtroom graphics project). I produced a nice slide with pics of the 10 or so defendants. And for the slide background, I used a blow up of a federal prison. Boy did I get in trouble for that! The judge blew his top. In a courtroom setting, we can't use any kind of prejudicial graphics.

PowerPoint for Court is updated every year and comes with five (5) years of email support -- I personally answer any of your legal presentation questions.

Categories: books, interviews, legal, powerpoint

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posted by Geetesh on 2:31 PM IST

You have already seen how to apply reflection effects to the shapes in PowerPoint 2010. After you apply a reflection effect to a shape, you can edit the reflection properties to suit your creative freedom -- for instance, you can change the transparency, blur, distance etc. of the reflection, as you will learn in this tutorial.

Learn how you can make changes to the reflection effects applied to shapes in PowerPoint 2010.

Categories: effects, powerpoint_2010, shapes, tutorials

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Thursday, February 24, 2011
posted by Geetesh on 4:28 PM IST

Bernardo Castello BrancoBernardo Castello Branco graduated in Linguistics from the University of São Paulo, Brazil. Bernardo started his career as an art director at São Paulo’s advertising agency CBBA-Propeg. In 1999, he became co-founder and director of Casulo - Digital Design, a multimedia design agency. In mid-2000, meeting the frequent requests of advertising agencies and direct clients, Casulo started to develop and design presentations. As this business area consolidated as an important income source, Bernardo and his partners, created in 2010 an independent new business unit: Casulo - Winning Presentations.

In this conversation, Bernardo talks about PowerPoint design, and his firm Casulo.

Geetesh: What are your perceptions on PowerPoint design, and is this branch of graphic design finally getting credit as a recognized, art form?

Bernardo: Presentation design and PowerPoint, as a design tool, were always been undervalued in the graphic design and art world. Certainly due to its apparent simplicity of use and effects, accessible to almost everyone, very few in the professional environment gave it the attention it really deserved.

Casulo - Digital Design
Casulo - Digital Design
Casulo - Digital Design

More recently, thanks to the emergence of well designed slides by presentation design agencies which are presenting higher-level work in the market, there has been a marked increase in the quality and appreciation of slide design. With talent and creativity -- and thanks to the newest multimedia and sharing capabilities of its new 2010 version, PowerPoint is on a new path to a well deserved recognition.

Casulo - Digital Design

Geetesh: Tell us about the PowerPoint design that Casulo creates, and what are the unique facets that sets presentation design in Brazil apart from work done elsewhere in the world.

Bernardo: At Casulo, we have always appreciated the artistic and creative faculties because we believe in its major role in visual communication, and of course in presentation design, where PowerPoint reigns as tool.

In Brazil, design is something very well accepted and even highly cultivated. In recent years Brazilian design has grown and consolidated, being recognized worldwide as modern and matured, with its own style and personality. Our references are the aesthetics of a still young and positive country, which greatly believes in the future and is widely open to innovation, assimilating all the information that comes from other places (we value the work developed by Portuguese Tribe Presentations) and introducing its own rich and varied cultural aspects.

Casulo - Digital Design
Casulo - Digital Design

Naturally, this melange has spread to the Brazilian presentations design sphere and its major delivery tool: PowerPoint, clearly adding value, quality and personality to the work produced here.

Casulo - Digital Design

Categories: design, interviews, powerpoint, presentation_samples

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posted by Geetesh on 4:20 PM IST

This tutorial is a part of the series on Shape Effects in PowerPoint 2010. You have already explored the preset effects available, and also how you can apply a shadow effect to any selected shape. In this tutorial, I'll show you how you can quickly add a reflection to a shape.

Learn how to apply Reflection effects to a selected shape(s) in PowerPoint 2010.

Categories: effects, powerpoint_2010, shapes, tutorials

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posted by Geetesh on 4:13 PM IST

The Shapes gallery in PowerPoint consist various shapes, both open and closed. Most of the shapes in this gallery are closed shapes (rectangle, ellipse, and triangle are some of the closed shapes). There are also a few open shapes such as the straight point to point line. Some other tools let you create both open and closed shapes -- these are the Freeform Line, Curve, and Scribble tools. In addition, you can convert any closed shape to an open shape and vice versa, as you will learn in this tutorial.

Learn how you can open and close paths for shapes in PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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Wednesday, February 23, 2011
posted by Geetesh on 2:12 PM IST

Jennifer BedfordJennifer Bedford is the Marketing Project Manager for TechSmith Corporation. She has been with TechSmith for over 10 years working in the Administration, Sales and Marketing departments. After growing up in Massachusetts, Jennifer moved to Michigan for college. Jennifer is a 1997 graduate of Michigan State University with a degree in Hospitality Business. She lives in Howell, MI with her husband and two daughters.

In this conversation, Jennifer discusses how beginner users can easily use Snagit, especially for their PowerPoint presentations.

Geetesh: What exactly does SnagIt do, and how easy is it for a complete novice to use?

Jennifer: Snagit is a screen capture tool. You can use it to capture anything on your computer screen from an image, to a scrolling window, to an entire webpage. You can then save or share your capture, or edit it first with Snagit Editor.

I consider myself comfortable with computers, but not an expert and I use Snagit every day. Taking a basic capture is really simple for even a novice. Some of the editing capabilities are more complex and take a little practice and help. Personally, I use some editing, but I don’t have the need to do a lot of really complex things, so Snagit is really quick and simple to use.

Geetesh: Many PowerPoint users also work with Snagit – to get screen-shots into their presentations -– can you tell us a little more about how PowerPoint users can benefit from having Snagit installed on their systems

Jennifer: With Snagit you can easily add screen-shots to your presentation and better demonstrate exactly how something is done or how it should look. In addition, you can automatically add Snagit to your toolbar in PowerPoint so that anytime you want to do a screen-grab, you don’t need to open another application. It is already built into PowerPoint.

Categories: interviews, powerpoint, snagit, techsmith

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posted by Geetesh on 2:08 PM IST

Xara 3D Maker 7 is an application that lets you create 3D text and graphics such as headings, logos, titles and buttons. You can also create 3D animations and export them to GIFs, AVIs and simple Flash movie sequences, and screensavers for your desktop. With several ready-to-use 3D styles and animations, you can create 3D animations or images for your web pages, mailshots, movies and presentations.

Read the review here.

Categories: graphics, powerpoint

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posted by Geetesh on 1:55 PM IST

Every shape in PowerPoint is a combination of segments and points (vertexes) -- and these segments and vertexes are only visible in Edit Points mode. We discuss more about segments in a subsequent tutorial but for now, let me help you explore the different types of vertexes (points) in PowerPoint 2010.

Learn about different types of points (vertexes) in PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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Friday, February 18, 2011
posted by Geetesh on 2:42 PM IST

Ellen FinkelsteinEllen Finkelstein is a Microsoft PowerPoint MVP and author of several PowerPoint, Flash, and AutoCAD books -- in this guest blog post, Ellen explains why you need to prepare for any successful presentation.

When you find out that you need to give a presentation, you need to prepare. Here’s a condensed list of preparation steps:

  1. Complete a planner form: It should include your goal, main points, and conclusion.

  2. Brainstorm ideas for the presentation: Then hone your ideas into 3 main points.

  3. Research your audience: Find out what your audience needs/wants to know. What is their current level of knowledge and interest? What problems are they experiencing?

  4. Figure out how long your talk should be: Let’s say that you’ve been given 30 minutes to present.

    Set up and say hello to everyone=5 minutes.

    Leave 10 minutes for questions and answers.

    After the Q&A, ask for approval, say thank you and pack up=5 minutes.

    That gives you 10 minutes to present!

  5. Get the supporting data you’ll need: It’s important to back up what you say, so do the research!

  6. Write out your talk.

  7. Speak out your talk: Record and time it.

  8. Listen and edit: Ask yourself if the presentation sounds convincing and professional. Did you leave anything important out or put too much in? Will this meet the wants/needs of the audience?

  9. Storyboard the presentation: A storyboard is a bunch of boxes, each representing a slide. Use the Tell 'n' ShowSM Method. Just write each new concept or thought as the title of a new slide. Then sketch out a graph, diagram, or photo that will show your point. All-text slides will hinder your audience from understanding and remembering what you say; they aren’t very persuasive either, according to research.

  10. Get approval from your boss, if necessary.

  11. Open PowerPoint and create your slides: I won’t go into detail here about design, but you can get part of this knowledge — slide layout — in the free trial of my Outstanding Presentations Course. View a 1-hour training video on slide layout.

  12. Put the text of your notes in the Notes pane and print out Notes pages to use for practicing. If you need notes to present with, create a condensed version, so you won’t be tempted to read. (boring!!)

  13. Do your 1st practice in front of the computer.

  14. Do your 2nd practice standing up and get feedback from colleagues, if possible: ask your test audience what they understood and remembered.

  15. Do a 3rd practice in the final location with a projector, if possible: This is your dress rehearsal. Practice until you think you’re ready!

Categories: guest_post, opinion, powerpoint, presentation_skills

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posted by Geetesh on 12:59 PM IST

I already showed how you can align shapes in PowerPoint 2010 -- however for alignment to work, you need to have more than one shape (or any other slide object) selected so that they can align to each other. However, you may want to align just one shape (or even a group of shapes) to the exact center of the slide. Fortunately, that is easy as explained in these steps.

Learn how to center a shape on a PowerPoint 2010 slide.

Categories: powerpoint_2010, shapes, tutorials

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posted by Geetesh on 12:52 PM IST

You learned what Edit Points in PowerPoint are and how they work. These Edit Points give you control over how you want a shape to look, but sometimes you might find it difficult to edit a certain segment in a shape because there are no points available to manipulate -- or maybe there are far too many points! PowerPoint provides a simple solution for this problem -- you can add and delete vertexes from a shape.

Learn how to add or delete points (vertexes) for a shape in PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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Thursday, February 17, 2011
posted by Geetesh on 3:51 PM IST

NXPowerLite 5 is the newest version of Neuxpower's file optimizer product that we have reviewed in the past. Like in the past, NXPowerLite 5 reduces the size of PowerPoint presentations, Word documents, Excel spreadsheets, JPEG images, and PDF files (PDF is new for this version). All the optimized files retain their original format, with almost no loss of quality.

Read the Indezine review here.

Categories: add-in, powerpoint

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posted by Geetesh on 3:28 PM IST

When you use any of the shapes available in PowerPoint, you are not limited to what their default appearance looks like. You may want to change a rectangle to a rhombus, or even edit a curved or freeform line differently. The good news is that you can do this by using the Edit Points option -- this almost makes PowerPoint a drawing program that provides you the option to play with vertexes (points), handles, etc. -- very similar to what you would do in Adobe Illustrator or CorelDRAW.

Learn how to reshape a shape in PowerPoint 2010 by using the Edit Points option.

Categories: lines, powerpoint_2010, shapes, tutorials

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posted by Geetesh on 3:20 PM IST

In this series of tutorials on Shape Effects in PowerPoint 2010, you have already learned to apply a shadow effect to a shape. This detailed tutorial goes beyond the default options, and shows you how you can work further with shadow effects.

Learn how you can work with advanced Shadow effect options in PowerPoint 2010.

Categories: effects, powerpoint_2010, shapes, tutorials

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Wednesday, February 16, 2011
posted by Geetesh on 12:18 PM IST

Colby DevittColby Devitt is the president and co-founder of Wildform, a multimedia software company based out of Los Angeles, USA. In this conversation, Colby discusses the advantages of converting from PowerPoint to Flash, and how Wildform's Flair performs the conversion in a more efficient way.

Geetesh: What are the ways in which converting a PowerPoint presentation to Flash can complement its message, distribution, and impact?

Colby:The Flash format provides many advantages for distributing multimedia presentations. To view PowerPoint files you either need the full PowerPoint authoring tool or the PowerPoint viewer installed. Neither of these comes standard on any computer. They are also Windows-based products. When you convert your PowerPoint to Flash it becomes viewable by anyone with an Internet connection. The Flash player works on all browsers used on Windows, Mac, and Linux and Flash files even play on some popular mobile platforms like Android. So when you put your presentation into the Flash format you dramatically increase the size of your potential audience.

The converted Flash files are also almost always substantially smaller than the PowerPoint source file which makes them much friendlier to display on the Web or to email. You also gain access to the many features of Flash such as the ability to add links, actionscript, SCORM tracking for e-learning, etc.

Geetesh: Wildform products don't do a one-click PowerPoint to Flash conversion in respect to the distinct features and capabilities of both the PowerPoint and Flash file formats -- how does this result in a more faithful and cleaner output.

Colby: There are two basic ways to convert PowerPoint to Flash.

One is to record a movie of the PowerPoint playing. This can yield a very faithful result. However, the file size is usually very large. It is also impossible to change any element of the file after you have made your conversion. This means that to make any change you have to go back to your source file and then convert it all over again. Flair allows you to convert the PowerPoint into an editable Flash file. This allows you to make changes even after the conversion process to adjust elements, add new elements, enhance your presentation with Flash only features, and so on. In addition, all the elements that can be turned into vectors, such as shapes, call outs, background, etc. are transformed this way which greatly reduces file sizes.

See Also: The Benefits of Converting PowerPoint to Flash by Colby Devitt

Categories: interviews, powerpoint, powerpoint_flash, wildform

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posted by Geetesh on 12:13 PM IST

You have already learned how to use three of the four line drawing tools in PowerPoint 2010: Line, Curve, and Freeform. In this tutorial, I show you how you can use the last of these line tools: the Scribble Line tool. Drawing with the Scribble line is almost the same as drawing with the Freeform line -- but there is one difference. You don't need to double click to create an end point for your line. Just like you draw with a pencil on a piece of paper, your line stops the minute you stop drawing it. Having said that, you still need to practice to make your scribble lines perfect. Let us get started and explore how the Scribble line option works.

Learn how to draw with the Scribble line tool in PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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posted by Geetesh on 11:53 AM IST

You have already learned how to apply the preset shape effects in PowerPoint 2010. These presets are a combination of various shape effects available -- in this tutorial, I'll show you how you can apply Shadow, one of these effects to selected shapes in PowerPoint 2010.

Learn how you can apply shadow effects to shape(s) in PowerPoint 2010.

Categories: effects, powerpoint_2010, shapes, tutorials

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posted by Geetesh on 9:51 AM IST

Many users like you share their PowerPoint files in their native PPTX (or older PPT) formats -- yet not many realize that these files can be converted to EXE files with custom splash screens. I need to add here that many such EXE files still need PowerPoint or the PowerPoint Viewer to be installed on your system -- and that holds true for the product I am reviewing today as well. VaySoft's PPTX to EXE Converter creates EXE files that automatically check whether Microsoft PowerPoint 2007, 2010 or the PowerPoint Viewer 2010 is installed on your user's computer.

Read the review here.

Categories: add-in, powerpoint

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Tuesday, February 15, 2011
posted by Geetesh on 2:59 PM IST

Joe GustafsonJoe Gustafson is the CEO and founder of Brainshark, Inc., whose cloud-based software enables users to create, share and track online and mobile video presentations. Under his leadership, Brainshark has helped thousands of companies improve the reach and results of their business communications, while dramatically reducing communications costs.

In this conversation, Joe discusses Brainshark’s newly announced partnership with Brightcove.

Geetesh: Who is Brightcove, and what does the Brainshark partnership with Brightcove mean to your users?

Joe: We’re very excited to be announcing this partnership with Brightcove, a leading online video platform used by media companies, businesses and organizations worldwide to publish and distribute video on the Web.

Through this partnership, our customers can now publish their Brainshark content to Brightcove’s platform. This lets them take advantage of Brightcove’s vast reach to achieve a broader distribution of their video assets and drive more website traffic. Brightcove also provides additional opportunities for content syndication and social sharing.

As you know, we’re strong believers that every businessperson should be able to communicate through online video without cost or technical barriers. Because Brainshark lets you add voice to PowerPoint decks to create online videos within minutes, Brightcove customers can also leverage our platform to easily create new video assets and use video more frequently for any timely business communications.

Geetesh: How easy will it be for Brainshark users to publish their presentations as video on Brightcove?

Joe: It’s very easy. The first step is for companies to input Brightcove credentials into their Brainshark administrative settings, so their users can access the “publish to Brightcove” functionality. Then – as you’ll see in the video presentation below – we enable one-click publishing of video content from Brainshark to Brightcove.

After users have created a Brainshark presentation, they simply click the “publish to Brightcove” link to send the video directly to Brightcove for processing. A link to the Brightcove video will appear, and the video will also be accessible from their Brightcove account and available for viewing from Brightcove’s player. It’s as easy as that!

Categories: brainshark, interviews, online_presentations, powerpoint

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posted by Geetesh on 2:54 PM IST

PowerPoint provides four line drawing tools: line, curve, freeform, and scribble. You have already explored the Line and Curve tools, and in this tutorial you will learn how you can use the Freeform tool to create lines that can be drawn with more creative freedom -- in fact the Freeform tool lets you draw anything almost like drawing with a pencil on a piece of paper. In addition, you can create straight lines as well.

Learn how to draw with the Freeform line tool in PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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posted by Geetesh on 2:46 PM IST

In PowerPoint 2010 there are six types of Shape Effects that you can use -- and more than one of these effects can be applied to a selected shape. It goes without saying that some combinations of these effects look better than others -- the restraint to not go overboard is always a good thing. On the other hand, trying out all the effect combinations may take a lot of time -- fortunately, the Presets option comes to your rescue.

Learn how to apply Preset effects to shapes in PowerPoint 2010.

Categories: effects, powerpoint_2010, shapes, tutorials

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Monday, February 14, 2011
posted by Geetesh on 2:49 PM IST

Motti NisaniMotti Nisani co-founded VisualBee based on 18 years of experience in the high-tech industry. Previously, Motti was VP Business Development at NICE Systems Ltd. He has a B.Sc. degree in Engineering from Tel-Aviv University, Israel.

In this interview, Motti discusses the new VisualBee 2.0 product, and its improvements that let you enhance your PowerPoint presentations with a single click.

Geetesh: What is VisualBee and how is this new version 2 different than the previous version?

Motti: VisualBee is a cutting-edge software plug-in for automatic enhancement of PowerPoint presentations. VisualBee analyses the presentation text and structure, and builds a new professionally designed presentation with the right template, images and graphics. It is an automatic graphic designer.

We just launched VisualBee version 2.0. This version brings an all new user experience. Users have much better control on the enhanced presentation final design. With a few simple clicks, users can choose a style, modify designs and select images. In addition we have significantly increased the VisualBee designs and images database. Users can enjoy a rich PowerPoint enhancement experience with VisualBee 2.0.


Geetesh: Who is a typical VisualBee user – and what subscription plans are available to them?

Motti: VisualBee is created for PowerPoint users who care about their presentations, but do not have the time or the money to invest in creating a professional looking one. I always compare it to dress code. When you want people to take you seriously and listen to you, you should dress smartly and have a good looking presentation. In the same way, when your presentation looks good, people tend to listen to you.

VisualBee is freemium, meaning users can use VisualBee for free to enhance their presentations. Power users who would like additional capabilities such as: access to a larger library of design styles, larger image bank and the ability to brand presentations with their company logo, will need to be premium users. The cost is $9 per month or $75 for an annual subscription.

See Also: VisualBee: Conversation with Motti Nisani

Categories: add-in, interviews, powerpoint

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posted by Geetesh on 12:03 PM IST

You learned how simple it is to draw a straight, point to point line in PowerPoint in a previous tutorial. Now we'll move on to show you how you can draw a curved line in PowerPoint 2010.

Learn how to draw a curved line in PowerPoint 2010.

Categories: lines, powerpoint_2010, shapes, tutorials

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posted by Geetesh on 11:56 AM IST

Symbols for PowerPoint are ready to use clip-art style icons that you can use within your presentation slides. Although the icons you download from this page are yellow and grey in color, they can be recolored using PowerPoint's native options for fills, lines, and effects. These symbols are contained within a sample presentation you can download. Just copy the icon you like and paste into another PowerPoint slide, or even a Word document or Excel worksheet. Choose symbol icons from themes such as business, travel, music, etc. All these symbol icons are vector shapes, so you can easily edit them within your Microsoft Office program.

Download, view, and use the symbols in this presentation.

Categories: clip_media, powerpoint, presentation_samples

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